Conference Call Etiquette

One of the most powerful way to generate tons of leads for your business is by web or audio conference calls. Most savvy marketers are using this method of lead generation to bring in tons of attention to their product or services.

To get the maximum out of your listeners, there are some etiquette you must adhere to.

1. Moderators should be on time.

A moderator should arrive a few minutes early to greet each of the participants, and let them know when everyone is present and ready to start the call.

2. Always introduce yourself when speaking for the first time.

It is important to introduce yourself when first speaking as other participants may not recognize your voice.

3. Avoid putting your phone on HOLD.

Putting your local phone on hold could introduce music into the conference, so when considering the hold function please use #6 instead. Otherwise your hold music will play into the conference call, and make it impossible for the other participants to continue the meeting in your absence! (Remember to un-mute yourself when you come back.)

4. Create an agenda and keep to your schedule.

Remain consistent with the time line and agenda as prescribed in order to respect the time of the other participants.

5. Clearly state when calls end.

If participants linger after you have hung up on the call you will get billed! Ensuring that all participants understand when a call has ended will avoid any possible confusion so stay on the line and make sure everyone has left the call.

Conference Call Etiquette

Conference calls are valuable business tools that must be handled professionally and systematically. Sometimes these conference calls may include new comers. Hence, an introduction about the company is essential to make a good impression. Some preliminary measures such as a quiet area, good quality phones and good headsets for better sounds should be provided to ensure high-quality, live and interactive conference calls devoid of background noises.

The facilitator, moderator or the operator should advise participants of the basic rules of the call before general interaction begins. The basic rules include both general etiquette and any specific rules the moderator deems necessary. After all the expected participants have arrived, the moderator should introduce each person and provide a short background or description of that person's responsibilities on the call. This introduction is necessary, as there may be guests or newcomers on the call. Though cell phones can technically be included in conference calls, they should be avoided whenever possible, as there could be static on the lines, and it may affect the quality of the connection. Punctuality is a sign of professionalism, as it is difficult for participants to make small talk on a conference call while waiting for a latecomer. Conference call should not be put on hold, because the participants will be forced to listen to your on-hold music, or they will not be sure when and whether you will continue the call. Call waiting should be temporarily disabled, as it may be disruptive and confusing to conference call participants. Conference call etiquette dictates that the participant gives undivided attention for the length of the call. Every speaker should be identified by name, location or position so that all other call participants will recognize a voice and help keep the call on track and avoid misunderstandings. If speakerphones are used, then the phones should be put in mute to avoid background noise.

These basic rules when strictly followed enhance the quality of conference calls and professionalism to the entire satisfaction of the call participants, thereby making the task successful.